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Administrative Coordinator

Employer
Stanford University
Location
Vice Provost for Undergrad Education, Stanford, California, United States

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Administrative Coordinator🔍Vice Provost for Undergrad Education, Stanford, California, United StatesNew📁Administration📅3 days ago Post Date📅103236 Requisition #

Job Title: Administrative Associate 3

Working Title: Administrative Coordinator, Hume Center

VPUE Unit: Program in Writing and Rhetoric / Hume Center for Writing and Speaking

Location: Stanford Main Campus; Hybrid (3 or more days/week onsite)

Job Code: 4098

Job Grade: F

Exemption Status: Non-exempt, 100%, Continuing

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford. https://undergrad.stanford.edu/

VPUE is seeking an Administrative Coordinator to coordinate the administration, facilities, and student workers of the Hume Center for Writing and Speaking and its associated programs and events. The Hume Center for Writing and Speaking https://hume.stanford.edu/, part of the Program in Writing and Rhetoric, works with all Stanford students to help them develop rich and varied abilities in every aspect of writing and oral communication. This position reports to the Hume Center Administrative Manager and will also interact regularly with other university administrative and service offices, academic departments/programs, faculty, academic advisors, and graduate and undergraduate students. Please note that this is not a teaching or tutoring position, though you will interact with Stanford students on an administrative basis to help them achieve their educational goals.

In this role, you will:
  • Provide administrative or operational support to the Hume Center with limited supervision.
  • Work closely with the Hume Center Director, Administrative Manager, Associate Director, Tutor Manager, and the Director of Oral Communication on assigned projects.
  • Coordinate front-desk/reception operations, including hiring and supervising student workers.This may include scheduling, assigning and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

  • Act on behalf of the Administrative Manager or Hume Center director with regards to establishing priorities and identifying and resolving problems that are administrative in nature.

  • Coordinate and prepare schedules for Center services and programs including tutoring and workshops, maintain accurate records, and prepare regular reports on Center programs, as well as organizing complex events.

  • Complete financial transactions and assist with reconciliations; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

  • Consistently update process documentation related to Center activities and services.

  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

  • Keep an accurate log of tasks done daily.

  • Need to cover Sundays and evenings in very limited cases.

  • Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.

  • *-The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned

    To be successful in this role, you will bring:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.

  • Excellent organizational skills and attention to detail.

  • Strong verbal and written communication skills.

  • Excellent customer service and interpersonal skills.

  • Ability to prioritize, multi-task, and assign work to others.

  • Ability to take initiative and ownership of projects.

  • Ability to routinely and independently exercise sound judgment in making decisions.

  • In addition, preferred requirements include:

    ·Experience with TracCloud or other tutor management systems

    ·Experience with Oracle Financials

    ·Experience managing small teams or student workers

    *-Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    About the Office of the Vice Provost for Undergraduate Education (VPUE)

    As the designated gateway to undergraduate education at Stanford, VPUE strives to connect students intellectually with the full range of our educational opportunities and to promote the active engagement of all faculty, instructors and staff with undergraduate students.

    For undergraduates, VPUE is the nexus for programs and initiatives that help students define and achieve their intellectual ambitions and develop a sense of civic purpose at Stanford. These include investigative introductory courses taught by esteemed faculty, targeted classes in writing and rhetoric, undergraduate research support, academic advising and mentoring, overseas and off-campus study programs, evidence-based and inclusive learning and teaching practices, and opportunities to pursue public service campus-wide. For faculty, VPUE serves as a principal conduit for furthering interaction with undergraduates and discovering ways in which working with students can enrich one’s research agenda. VPUE collaborates with faculty, staff and students to provide the world-class experiences for which Stanford is known. All VPUE resources are dedicated to involving faculty with the undergraduate experience, connecting students with transformative opportunities and fully realizing a liberal education at Stanford.

    VPUE advocates for and supports diversity, equity, inclusion, and belonging at Stanford through our teaching, policies, programming, and partnerships across the university. VPUE seeks to create a work environment motivated and shaped by the principles of diversity, equity, and inclusion, in which all staff explicitly and mindfully act to implement these principles. We seek a work environment which values input from all, transparency and openness in decision-making, and respectful and supportive engagement

    Why Stanford is for You

    Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enriched the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven individuals to impact the future of our legacy. Our culture and unique perks empower you with:

    Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing opportunities. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

    A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

    A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

    Discovery and fun. Stroll through historic sculptures, trails, and museums.

    Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

    *-Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

    The expected pay range for this position is $33.17 to $43.75 per annum/hour.
    Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
    At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards
    ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

    Completed applications will be reviewed on May 28, 2024.

    How to Apply

    http://stanfordcareers.stanford.edu

    ●Click on Job Search

    ●Enter 103236 in the Keyword Search field.

    Additional Information

    Organization

    Change the world. And yourself.

    Stanford University has changed the world, over and over again.

    We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

    At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

    Stanford Facts at a Glance

    Opened 1891

    Student Enrollment

    • Undergraduates: 6,980
    • Graduates: 8,897

    Campus

    • 8,180 contiguous acres in six governmental jurisdictions
    • Nearly 700 major buildings
    • 97% of undergraduates live on campus

    Research

    • 5,300 externally sponsored projects
    • $1.33 billion total budget

    Faculty

    • 2,043 faculty members
    • 21 Nobel laureates are currently members of the Stanford community
    • 5:1 student to faculty ratio

    Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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